1. Q: How does eSettlements manage partial voucher payments if a PO is multiple funded? How do we address payments related with grants? Will there be an automatic calculation and recording of the grant and local share?

A: Partial payments naturally occur when you pay against a receipt, which could be all goods or services or partial. If a receipt is not available, Suppliers pay against a PO but change the amount for the partial payment. 

All AP accounting transactions flow to Project Costing for Grant Reimbursements. If the PO or Voucher distribution lines have been spilt for State and Local, then those splits will flow from AP to Project Costing and to the General Ledger.


2. Q: If a voucher entered by a Supplier needs to be deleted, do departments need to “reuse” that voucher number? 

A: Departments should reach out to their Fund Accountants to determine if voucher should be “reused” and or deleted. Please note only Fund Accountants can delete a voucher.


3. Q: What are some of examples of the attachments and supporting documentation Suppliers will add? 

A: Attachments are transaction and department-specific.


4. Q: How does a Supplier know which receipt number to use?

A: Departments need to relay the PeopleSoft unique receipt number to the Supplier.


5. Q: How will departments know that a voucher has been auto created?

A: They will be able to view creation via a BI report or via Accounts Payable workcenter.


6. Q: If a Supplier creates a voucher by copying from PO, do departments need to create the receipt?

A: Yes. Receipt creation is required in PeopleSoft, so if there is no receipt the voucher will fail matching.


7. Q: Do departments need to upload packing slips in the voucher?

A: Departments do not need to upload packing slips, but they can if they want to.


8. Q: How would the eSettlements process be different for invoices for services instead of goods?

A: There is no difference between services and or goods when creating invoice/vouchers within eSettlements or Accounts Payable. eSettlements only creates the invoice/voucher, as would happen when an AP processor creates the voucher online. 


9. Q: What if a department disagrees with an invoice or auto generated voucher?

A: Departments should be viewing vouchers created on a daily basis. Should there be a dispute, the voucher could be placed on hold until dispute is resolved.


10. Q: Once a Supplier submits an invoice, can only departments can adjust it? 

A: That is correct. Once an invoice is submitted via eSettlements, only department AP processors and AP approvers can make changes within the Accounts Payable module.


11. Q: Tech Marketplace Suppliers are usually hired for services that require Project Manager approval. How it this addressed in the eSettlements process?

A: If the Contract is a Professional Service, the workflow is the same as if entered online, and even if fully matched, it must be approved by the Project Manager, Expense Manager, etc.


12. Q: When a Supplier creates an invoice from a PO, does the receipt automatically complete? 

A: There is no complete status for receipts. They are either matched or fail matching.


13. What happens with POs that have several receipts, especially if they are created in Maximo and screen scraped to the portal? 

A: There is a process that runs in SF Procurement that will try to identify the Receipt ID when the Supplier creates an eSettlements invoice from a PO with existing Receipts. There can be issues with this process when there are multiple Receipts with the same amounts. The department should email the Receipt ID to the Supplier and then the Supplier should create the eSettlements invoice from the Receipt. This is the preferred approach in eSettlements.


14. Q: Does eSettlements related to Go Paperless?

A: Yes, it moves us towards the City’s goal of using less paper for Procurement and Financial processes.


15. Q: If a packing slip is not available, should we attach a PO instead?

A: Departments are responsible for validating the actual Quantities/Amounts of the products and services received. Departments should enter Receipts for the actual Quantities/Amounts of the products and services received. Departments can email the Receipt ID to the Supplier and then the Supplier can create the eSettlements invoice from the Receipt (Packing Slip).


16. Q: Are invoices submitted by a Supplier doing business with several City agencies tagged or coded for each department?

A: No. Suppliers only have one ID - they do not have different IDs for different departments. You can see the department on the voucher, purchase order, and receipt.


17. Q: How will invoices be approved for payment?

A: The approval process will be the same because eSettlements is only for submitting invoices.


18. Q: If the business unit is SFGOV, will it run all vouchers from all City departments?  How can we choose just for one department?

A: SFGOV is the only business unit. Please contact SF Employee Portal Support if you have further questions.


19. Q: Can we request that a Supplier identify the department for which they are submitting an invoice in eSettlements, or is there a place where the department can be identified on the voucher?

A: Within eSettlements, Suppliers cannot choose an incorrect department, but they can choose an incorrect Receipt or Purchase Order. 


20. Q: In Maintain PO (where we create a PO), is there a place we can see a Supplier's payment method? If payment method is check, where do we pick the correct mailing address in the PO?  

A: No. The payment method for the 52 Technology Marketplace Suppliers is Electronic Funds Transfer. AP Processors can change the remittance address on the Payment Tab of the voucher during the 30-day period before standard payment terms.


21. Q: How do we know if all and accurate supporting documentation has been submitted by the Supplier in eSettlements before the voucher matches and is automatically created (if non Chapter 6 or 21)?

A: The Suppliers will submit what they can. If you need more documentation, you can request for more and add it yourself. However, for a voucher has been fully paid and posted, there is an Oracle defect that prevents comments or attachments for withholding Suppliers.


22. Q: If the payment terms are contained within the PO, does this also mean that it is important for the PO Buyer to ensure the applicable discount terms are noted when the PO is created?

A: The Buyer who creates the PO should validate the payment terms and update if necessary. Payment terms can be updated on the PO by clicking the Supplier Details hyperlink on the Maintain Purchase Order page. Please refer to the Create a new Purchase Order job aid.



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